Job Title: Administrative Assistant – Speech Language Support
Position Summary
The Administrative Assistant provides comprehensive administrative and operational support for the program. This role involves processing referrals, maintaining databases, coordinating scheduling, tracking program expenses, supporting staff with documentation and compliance requirements, and ensuring smooth daily operations. The position requires attention to detail, strong communication and interpersonal skills, confidentiality and adaptability to program needs.
Principal Accountabilities
1. Processes and tracks program referrals, ensuring timely distribution and follow-up, organizing the necessary information and coordinating with staff and local education agencies, in order to support efficient processing of requests for services.
2. Maintains and updates electronic databases of students, staff, and program records by regularly inputting and verifying data ensuring accurate, accessible and up-to-date information that is used by the program for a variety of essential functions. 3. Prepares and processes, for the review of the program director, all services agreements and billing, consistent with AIU procedures, ensuring documentation is accurate and timely.
4. Orders and tracks equipment and supplies by processing purchase requests, monitoring inventory, and reconciling receipt of supplies to ensure timely availability of resources for teachers and students.
5. Assists in planning and preparation for program meetings between internal and external stakeholders by scheduling, preparing materials and coordinating logistics that supports meaningful use of people’s time.
6. Monitors submission of program-required paperwork by tracking and following-up on submissions, ensuring continuity and timeliness of staff communications.
7. Prepares board agenda items and submit according to administrative guidelines to ensure timely board action on program-specific items by compiling necessary documentation and submitting the information by deadlines.
8. Communicate with internal and external stakeholders to facilitate collaboration and information sharing by responding to inquiries, providing updates and relaying essential information.
9. Supports the onboarding and offboarding of program staff by coordinating paperwork, assisting with orientation to program-specific equipment, logistics and processes, ensuring smooth transitions for personnel.
10. Assist with special projects and other duties as assigned by providing administrative support to program administrators and staff to support program operations while adapting to evolving needs.
Qualifications
1. High School Diploma required; Business School or Associate degree preferred.
2. Minimum of 2 years of administrative assistant experience required.
3. Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook; experience with databases and spreadsheets required.
4. Strong organizational and time management skills with the ability to prioritize multiple tasks.
5. Excellent written and oral communication skills.
6. Ability to work independently with minimal supervision and as part of a team.
7. Strong problem-solving skills, discretion, and professionalism in handling confidential information.
8. Experience tracking budgets, processing payroll, billing, and purchasing preferred.
9. Ability to comply with organizational policies and procedures.
Working Conditions
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
1. Sitting for extended period of time
2. Lifting, carrying, pushing, pulling 35 pounds
3. Ability to kneel, crouch, bend and reach to retrieve and handle teaching materials and supplies
4. Moving fingers and hands in a repetitive manner
5. Ability to speak clearly and distinctly when communicating with limited English speaking customers
6. Hearing clearly
7. Adequate vision to perform duties
The information contained in this job description is for compliance with Americans with Disabilities Act (ADA) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.
Disclaimer
The preceding description is not designed to be a complete list of all duties and responsibilities required of this position.
Reports To: Director/Supervisor of Speech Language Supports
Department: Speech Language Support
Position Schedule
Salary: Grade 10
Benefits: Professional Support Benefit Guide
To Apply
Create an on-line application and upload a cover letter and resume at the AIU Career Site. [https://einj.fa.us6.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1]
Please send any questions to
recruitment@aiu3.net [recruitment@aiu3.net]
The Allegheny Intermediate Unit is an equal opportunity education institution and will not discriminate on the basis of race, color, national origin, ancestry, religion, sex, sexual orientation, age, handicap, or limited English proficiency in its educational programs, services, facilities, activities or employment practices as required by Title IX of the 1972 Educational Amendments, Title VI and Title VII of the Civil Rights Act of 1964, as amended, Section 504 Regulations of the Rehabilitation Act of 1973, the Age Discrimination in Employment Act of 1975, Section 204 Regulations of the 1984 Carl D. Perkins Act, the Americans with Disabilities Act, or any other applicable federal or state statute.
